Office Manager

Position Overview

The Office Manager & Team Assistant ensures the smooth and efficient day-to-day operations of the VCA villa and provides comprehensive administrative and logistical support to the wider VCA team.
This role combines operational management, team coordination, and supplier administration, supporting both internal efficiency and a positive, collaborative workplace culture.

Core Responsibilities

Office Operations

• Oversee daily operations of the VCA villa and office, ensuring all spaces are functional, organized, and well-presented.
• Manage utilities, maintenance schedules, IT setups, and security access for staff and freelancers.
• Liaise with landlords, service providers, and contractors to address repairs, installations, and upgrades.
• Maintain office inventory, ordering supplies and equipment as needed.

Team Administration & Coordination

• Workspace allocations
• Distribute internal updates, announcements.
• Assist with travel coordination and logistics for the VCA team, freelancers, and visiting partners with helping of the travel agency

Finance & Supplier Management
• Track invoices, petty cash, and purchasing records in coordination with the finance team.
• Support cost management by monitoring operational budgets and identifying savings opportunities.

HR & Onboarding Support

• Coordinate onboarding processes for new hires and freelancers, including IT setup and welcome packs.
• Maintain accurate documentation, ensuring compliance with company policies.

Culture & Team Engagement

• Organize internal events, birthdays, and celebrations to foster a positive and inclusive team environment.

Confidentiality & Reporting

• Handle company and project information with the highest level of discretion.
• Prepare and share weekly office operations summaries and logistics updates with management.

Skills & Attributes

• Excellent organizational and multitasking abilities.
• Strong interpersonal and communication skills.
• High attention to detail and service-oriented approach.
• Problem-solving mindset and ability to work independently.
• Adaptability in a fast-paced, creative environment.

Experience Required

• Minimum 3 years in office management, administration, or team support roles.
• Experience within creative, cultural, or luxury industries preferred.